Current jobs related to City Clerk - Waukesha, Wisconsin - City of Waukesha

This is a Department Director level position responsible for all Clerk and Treasury functions, including administration of all City elections, coordination of tax billing and collections, issuance of municipal licenses and permits, maintenance of official City records, and management of all City collections, disbursements, investments, and financial reports.

• Administration of Elections under state and federal laws, including tabulating equipment testing, ballot setup, selection and coordination of ADA accessible poll sites, obtain, train, and schedule seasonal poll staffing, oversight of outgoing mail absentee process, and in-person absentee voting and voter registration.
• Directs and supervises administrative support services for Council, including agendas, minutes, publications, and communication. Staffs the Ordinance and License standing committee and oversees license application processing to go before Committee and license issuance.
• Attends all Common Council meetings in the capacity as clerk/secretary, refers Council action or requests for information to appropriate standing committees, boards, commissions, and/or City departments.
• Acts as Secretary to the Board of Review, accepts protest forms, schedules hearing dates, swears in witnesses, and keeps minutes of all hearings and decisions.
• Acts as recordkeeper of all deeds, easements, planned unit development agreements, etc.
• Responsible for maintenance of the City's Municipal Code of Ordinances.
• Coordinates counter and phone customer service for the department and oversees staff activities of city-wide mail center services and main City Hall phone line.
• Disseminates official documents for local candidate filings and provides information related to elected officials. Advises regarding parliamentary procedure and other official activities.
• Provides Board of Review appeals process information to taxpayers, receives filings, and schedules hearings. Attends and clerks meeting, swears in witnesses, and records testimony and findings. Coordinates notices and valuation adjustments post-board. Oversees omitted and corrected tax adjustments in tax system for Assessor corrections and creation of new bills and refunds if necessary.
• Prepares departmental budgets for Clerk and Treasurer.
• Statutory filing officer for official city business and public records requests. Maintains and preserves paper and electronic records. Responds to and fills open record requests with necessary redaction. Local filing officer for local candidate paperwork for Spring elections (Alderman, Mayoral, City Attorney, Municipal Judge).
• Researches, proposes, and manages purchase and implementation of new software replacements or upgrades for Clerk or Treasurer related responsibilities, e.g., Munis Utility Billing for rolling Special Assessments and purchase of MuniCode software.
• Administers oaths and affirmations.
• Oversees and evaluates the workflow and function of department staff; implements policies and procedures for greater efficiencies; plans for temporary office help during heavy volume periods (tax/election season).
• Assists the Treasurer with Treasurer duties and responsibilities.
• Ensures that all financial reports are prepared and, if required, submitted to the State of Wisconsin complete and on time.
• Signed all checks, bonds, and contracts issued by the City.

• Graduation from a four-year accredited college or university with a degree in Business, Finance, Accounting, or related field, and at least 4 years of experience at a supervisory level in municipal government (i.e., finance, budgeting, and office administration); or any equivalent combination of training and experience which provides the following knowledge, ability, and skills:
• Knowledge of state statutes, City ordinances, regulations, and other legal provisions related to the organization and function of municipal government and the office of Clerk/Treasurer, including tax collections and City elections.
• The theory and practice of municipal finance, tax collection, banking, budgeting, and office administration.
• Cash management, including investment, accounting, bookkeeping, and collections.
• The operation of standard office equipment, including computers and related software programs.

• Ability to prepare clear, concise, accurate, and informative reports.
• Plan, organize, and direct the work of others in an efficient and effective manner.
• Establish and maintain effective working relationships with City officials, co-workers, and the general public.

• Skill in oral and written communications, recordkeeping, and database management.

• Necessary Special Requirements:
• Certification from the State Elections Commission to run elections.
• Wisconsin Municipal Clerks Association membership.
• Ability to pass a criminal and financial background check.
• Must be bondable.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment. Specific vision abilities required by this job include close vision and the ability to adjust focus.
• While performing the duties of this job, the employee frequently is required to sit, stand, walk, talk, and hear; use hands and fingers to handle, feel, or operate objects, tools, or controls, and reach with hands and arms.
• The employee is occasionally required to stoop, kneel, bend, or crouch.
• The employee must occasionally lift and/or move up to 25 pounds.